Denton Parish Council

Minutes of the Annual Meeting of the Council held on Tuesday 12th May 2009

at 8pm at Denton Village Hall

Present: Liz Cargill (Chairman), Terry Hanner, Peter Hill, Adrian Hipwell, Eddie Winter, Annie Whiteman, Pauline Sandell (Clerk)

Also Present: One member of the public.

1. Apologies
Roger Gibson, Murray Gray.

2. Minutes of the Last Meeting
Proposal: Agree the minutes. Proposed by Peter Hill, seconded by Terry Hanner, unanimously agreed. The minutes were signed as a true record. .

3. Matters Arising:
None.

4. Election of Officers
The Clerk took over the meeting and asked for nominations for Chairman. Liz Cargill was proposed by Peter Hill, seconded by Eddie Winter, unanimously agreed. Eddie congratulated Liz for her hard work as Chairman over the last year. The Chairman asked for nominations for Vice Chairman. Eddie Winter proposed Terry Hanner, seconded by Annie Whiteman, unanimously agreed.

5. Proposal for a Youth Representative
The Chairman suggested that the Parish Council encourage the youth of the village to become more involved and for the Council to become more aware of the needs of the youth. In order to do this she suggested that a representative for the young people could liaise between the Parish Council and the youth. The Councillors agreed that this would be a good idea and suggested the names of two or three people that would be suitable. It was agreed to put this suggestion to one of the suggested people in the first instance.

6. Clarification of Representatives:

1. Village Hall Committee – Terry Hanner
2. Alburgh & Denton School – Clare Valori
3. St. Mary's Church – Peter Hill
4. Rogerson Trust – Eddie Winter
5. Footpaths – Adrian Hipwell
6. Denton Youth – Annie Whiteman

7. Finance:

1. The Clerk said that the annual accounts had been checked and agreed by Roger Gibson. A summary of the accounts for year ending 31st March 2009 were circulated. It was requested that the previous year's accounts should be shown alongside in the future. The Clerk agreed to do this. The Councillors agreed to ask Liz Frere-Smith to carry out the external audit. The accounts were approved (copy attached).
2. Section 2 of the Annual Governance Statement was completed and signed by the Chairman.

8. Review:

1. Handling of correspondence – It was agreed that this was satisfactory.
2. Dates and times of meetings – It was agreed to change the winter time of the meetings to 8pm start, so that all meetings will now start at 8pm. Proposed by Terry Hanner, seconded by Adrian Hipwell, unanimously agreed. The standing orders will be changed accordingly.
3. Length of meetings – It was considered optimistic to try to keep the meetings to 1.5 hours and it was agreed to keep to 2 hours.
4. Procedures at meetings – Peter Hill said that he thought that it was not correct to have AOB on the agenda. The Clerk said that AOB should be on the agenda, but decisions or voting cannot be made on AOB items, but issues can be included in the following month's agenda. She reminded the Councillors that they have the right to ask the Clerk to add items to the agenda that they wish to discuss.

9. Any Other Business
Apologies from Adrian Hipwell for being late.

The meeting closed at 8.10pm.

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Return to Parish Council AGM Agenda Page.

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